Withdrawals, Deferrals, Transfers and Resumption of Study ... · 4 Withdrawals Overview Withdrawal...

WITHDRAWALS, DEFERRALS, TRANFERS AND

RESUMPTION OF STUDY POLICY

Document title: Withdrawals, Deferrals and Resumption of Study Policy

Owner: Head of Registry

Approving body: Executive Committee Date of approval: March 2019

Version: 4.1 Next review date: September 2019

Supersedes: 4.0 Previous review dates: September 2017, January

2018, September 2018

Public use: Yes Staff use: Yes Student use: Yes

Contents

1 Introduction .................................................................................................................................... 3

2 Definition......................................................................................................................................... 3

3 Mapping of Policy against the QAA UK Quality Code .................................................................. 3

4 Withdrawals Overview .................................................................................................................... 4

5 Consequences of withdrawal ........................................................................................................... 5

6 Deferrals .......................................................................................................................................... 6

7 Transfers .......................................................................................................................................... 8

8 Resumption of Study ....................................................................................................................... 9

9 Withdrawal after Deferral ............................................................................................................... 9

Appendix I: Request to Withdraw/Defer Studies Fo ................................................................ 11

1 Introduction

1.1 The procedures described below outline the arrangements to be used when a student

withdraws, defers, transfers or resumes study. It is the student’s responsibility to advise the

College that s/he has decided to withdraw or defer their studies. However, where a student

who is not attending the College fails to respond to requests to confirm his/her status, the

College will deem the student to have withdrawn and will determine the date of withdrawal.

1.2 The procedures described in this policy do not apply to the arrangements put in place to

deal with students who have failed to complete the enrolment process.

1.3 Due to LSST providing programmes which are validated/accredited by three different

partners (London Metropolitan University, University of West London, Buckinghamshire New

University), wherever necessary this policy will outline the different procedures adopted as per

the validating/accrediting institutions guidelines and procedures.

2 Definition

2.1 When a student withdraws from their studies, it means that they are leaving their course

of study completely, with no intention of returning at a later date. When a student has

withdrawn, they will no longer be considered a student of the College, and if they wish to

reapply to study at the College at a later date, they must apply via the accreditation of prior

learning route.

2.2 When a student defers from their studies, it means they are taking time out from their

course of study with the intention of re-joining their studies at the next available opportunity.

While deferred, a student is still considered to be a student of the College for most purposes,

but the student loan funding is not available during periods of deferral.

3 Mapping of Policy against the QAA UK Quality Code

3.1 This policy and procedure has been written with regard to the QAA Quality Code

Chapter B4: Enabling student development and achievement which requires higher education

providers to meet the following expectation:

“Higher education providers have in place, monitor and evaluate arrangements and

resources which enable students to develop their academic, personal and professional

potential.”

4 Withdrawals Overview

Withdrawal is the cessation of study with immediate effect from the date shown on the Student

Request to Withdraw / Defer Studies Form. A student who has formally withdrawn from

his/her programme, or has been withdrawn by the College in accordance with the procedures

outlined below, is not eligible to attend teaching sessions or to take assessments unless s/he is

re-admitted to the programme and re-enrols.

4.1 Student initiated withdrawal

4.1.1 If a student is contemplating withdrawing, staff will make every effort to offer appropriate

advice and to make enquiries about whether any additional assistance could be provided that

would enable the student to continue on the programme. Students are advised to contact the

Student Support Centre for advice about any further assistance that might be available and

about the financial implications of withdrawal of studies.

4.1.2 If, after consulting Student Support, the student decides to proceed with the

withdrawal he or she must complete a Request to Withdraw/Defer Studies Form and submit

it to the Student Support Centre. The form can be downloaded from the Student Portal or

obtained from the Student Support Centre.

4.1.3 All students on University of West London or Buckinghamshire New University

validated programmes will have to complete, in addition to the LSST Request to

Withdraw/Defer Studies form, the UWL or BNU HE Student Initiated Withdrawal Form

which can be downloaded from the UWL or BNU Blackboard or obtained from the Course

Administrator in LSST’s Registry Department.

4.1.4 Students enrolled on London Metropolitan University, Buckinghamshire New

University and University of West London validated programmes can withdraw at any stage

while active on their course.

4.2 LSST initiated withdrawal

4.2.1 The College also has the right to begin the withdrawals process for students who fall

under the following circumstances:

• Failure to progress (withdrawal on Academic Grounds)

• Failure to attend their programme as per LSST’s attendance requirements

• Failure to return from a period of deferral

• Following the outcome of the student disciplinary procedures

• Failure to (re-) enrol

• Non-payment of tuition fees

Withdrawals, Deferrals, Transfers and Resumption of Study Policy 5

• Providing false or misleading evidence in connection with their application,

registration, or at any other time.

• Breaching Health and Safety legislation or LSST’s Health and Safety Policy

Note: The above examples are for illustration only and are not intended to be definitive or

exhaustive.

4.2.2 Where a full-time student has not been in attendance for six consecutive weeks and has

not provided any documentary evidence of the reasons for absence the LSST initiated

withdrawal procedure will apply.

4.2.3 The College withdrawal process removes the student’s registration from the course and

calculates the student element of the tuition fee for refund purposes. A refund will be made only

if the fee paid to date is in excess of the reduced fee. Full details are available from the Tuition

Fee and Refund Policy. If the student or SLC element is greater than has been paid, at the point

of withdrawal, the student will be liable to pay the outstanding amount.

4.2.4 In regards to students registered on a UWL and BNU programme of study, LSST will

follow the relevant procedure as per UWL and BNU guidelines and requirements for

withdrawal. Therefore, in addition to following the LSST procedure outlined in this policy, the

Programme Leader for the relevant UWL or BNU programme will be required to completed a

UWL or BNU HE School Initiated Withdrawal form and this will be submitted to the University

of West London or Buckinghamshire New University for action.

4.2.5 Upon a student’s withdrawal from a LSST programme, he/she must return all property

belonging to the College (including their ID card) to the Registry Department as soon as

reasonably practicable and in any event within two weeks of the date of termination.

5 Consequences of withdrawal

5.1 Any student withdrawing from their programme of study should take into

consideration the following consequences of withdrawal:

• Termination of their registration and enrolment, and shall no longer be a student of

LSST

• The college will duly process records with awarding bodies, other external bodies, any

regulatory or governing body or other agencies will be notified. For the purpose of the

student record, the date of withdrawal will be the same as the date the decision to

withdraw is made or the date provided on the relevant form, unless evidence is readily

available to confirm an earlier date


• Students must take into consideration and refer to the Student Support Centre for

guidance on the implications of withdrawal from their studies on their student loan and

their finances.

5.2 A student is able to appeal against the decision to withdraw him/her from a course of

study, in accordance with LSST’s Academic Appeals Policy and Procedure or the Complaints

Policy and Procedure as appropriate, both of which are available on the Student Portal.

6 Deferrals

6.1 All students registered on a University of West London programme can defer at any

time.

6.2 For all students registered on London Metropolitan University programme the

following applies:

a. A student who wishes to defer his/her studies after the completion of an academic year

for the following year (for example during the summer holiday period), must simply

notify LSST of his or her intentions by completing the relevant LSST Request for

Withdrawal/Defer form (available on the Student Portal) and must specify the duration

of their intended deferral.

b. Where an enrolled student’s ability to complete their programme of studies is severely

affected by circumstances which could not have been reasonably foreseen they may

formally request an approved break from studies (intermission) provided such requests

are received before London Metropolitan University’s deadlines (For September

starters: 31 March/For February starters: 30 June). A request can be made by

completing the relevant LSST Request for Withdrawal/Defer form (available on the

Student Portal), and must be accompanied by supporting evidence and confirmation

from the student that all necessary advice has been sought in respect of the

implications of the break of studies being approved.

c. Students principally studying on a year-long structure can take a break for a year but

not a semester.

d. Those principally studying on a semester-based structure may take a break for a

semester or a year (assuming that there are no academic impediments to this, such as

the course/modules not running on their return).

6.3 For all students registered on Buckinghamshire New University the following applies:

a. Students may be permitted to interrupt their studies for a maximum of two calendar

years, subject to the stipulations of the programme of study. The initial period will normally

be for one calendar year.

b. Should an extension to this period be required, an additional request must be submitted

and granted.

c. Students who have interrupted their studies will not be permitted to submit any work

for assessment, undertake an examination of any type or attend work/clinical placements.


d. Students will be expected to return at the start of a study period in the next

academic year.

6.2 The minimum period of interruption is one semester (for London Metropolitan

University see 6.1 c. and d. above), the maximum period of deferral varies dependant on the

awarding body in question, as such the following applies:

• For all London Metropolitan University, the normal deferral period would be of one

year. However, under exceptional circumstances, a further year may be granted.

6.2.1 For all University of West London Programmes, the maximum deferral period is

of two calendar years (students unable to obtain an award within their registered

period have 3 years in which to achieve the award).

6.2.2 For all Buckinghamshire New University, students may be permitted to

interrupt their studies for a maximum of two calendar years, subject to the

stipulations of the programme of study. The initial period will normally be for

one calendar year.

6.3 Circumstances that could be grounds for deferral shall be the same as those for

mitigation and shall include the following:

• Physical or mental ill-health

• Severe financial hardship

• Emotional/personal difficulties, e.g. bereavement

• Disability e.g. where a student’s disability comes to light for the first time at the

assessment

• Unavoidable absence from the College, e.g. requirements of employer

• Unavoidable absence from domicile, e.g. eviction

• Other serious circumstances which could not be foreseen by the students

Note: The above examples are for illustration only and not intended to be definitive or

exhaustive.

6.4 Students will not be able to defer modules only. Where a student is unable to

attend their module and/or submit for assessment but will be able to submit at

the next assessment point, they should refer to the Mitigating Circumstances

Policy (available on the Student Portal).

6.5 Students may apply to defer their studies by filling in and submitting a Request

to Withdraw/Defer form to the Student Support Centre. The form can be

downloaded from the Student Portal.

6.6 In regards to students registered on a UWL programme of study, in addition to

completing LSST’s Request to Withdraw/Defer form, the students are also

required to complete UWL’s HE Student Initiated Deferral form (available for


download from the UWL blackboard or from the UWL Course Administrator

in LSST’s Registry Department).

6.7 The College deferral process records the student’s deferral status and

calculates the student or SLC element of the tuition fee for refund purposes or

to carry forward. In circumstances where students have a split fee liability

between the Student Loans Company and the student, any refund due of any

balance of fees paid by the student in excess of the reduced fee will be carried

forward and credited to the next registration period. If the student or SLC

element of the fee is greater than the fee paid at the point of suspension, the

student will be liable for immediate payment of the outstanding amount.

Failure to pay will prevent the student re-joining the programme.

6.8 All students registered on a University of West London validated programme,

should be aware that the following will apply whenever a student wishes to

defer:

a. The result of any module – either pass or fail – for which all assessments

have been completed, will be retained;

b. The result for any module that has not been completed, for example, the

student has submitted to Assessment 1 but not Assessment 2, will not be

retained. The student shall re-register on that module on their return,

however they will not be charged again for the module, and the

assessments will not count as a retake, therefore they will not be capped.

7 Transfers

7.1 Students who wish to transfer to another LSST course during the first two weeks of starting

their current course may make an application for transfer to the Registry Department. Registry

will examine carefully the transfer application taking into account class size, course availability

at another Campus and other relevant factors, in particular, whether the transfer is in the best

interests of the student.

7.2 If permission is given for the transfer, the student agrees to undertake additional studies

themselves to enable them to catch up with the course within a reasonable time; e.g. 4 weeks.

7.3 If the result of the transfer entails moving to a course where the fees are reduced, a

proportionate discount or refund will be given. If the result of the transfer entails moving to a

course where the fees are increased, additional fees to cover the balance will apply.

7.4 Where a student wishes to transfer to another institution the following applies:


• Any transfer requested will be treated as a Student Initiated Withdrawal and as such

must follow the relevant process (this is inclusive of any process involving tuition fees)

• The new institution would be the entity responsible for assessing any accreditation for

prior learning.

• Where a student has passed modules on the relevant programme of study, a transcript of

the completion of said modules would be provided by either the validating University

or awarding body. If the student has passed and completed all the required modules for

any given award, certification will be awarded by the relevant validating university or

awarding body. As such for all University validated programmes; a Certificate of

Higher Education (level 4, 1st year of degree programme), or a Diploma of Higher

Education (level 5, upon 2nd year completion of a degree programme) would be

awarded.

8 Resumption of Study

8.1 A date of resumption of study is agreed between the student and the College at the

time of the application for deferral of studies, which is normally anything from one semester

to two calendar years as per section 6 above. On resumption of study, where the student is

liable for the fee, the student will be invoiced the full tuition fee for the academic session, plus

any repeat fee applicable, with a discount applied equal to the tuition fee charged for the

period of study prior to the deferral. Where the student is SLC funded a new Financial

Assessment letter will be required for the fee due at the point of resumption.

9 Withdrawal after Deferral

9.1 Students who wish to withdraw following the period of deferral should notify the

Student Support Centre of their intention by filling in a Request to Withdraw/Defer Studies

form. This may be done automatically by the Registry Department if a student fails to

reregister on his/her programme of study within two weeks of the agreed resumption period.

9.2 All students on UWL or BNU programmes will also need to complete the UWL or

BNU Student Initiated Withdrawal form and Withdrawal Crib sheet (for BNU students only).

Note: LSST will notify Student Finance England of any change of status where applicable.


APPENDIX I: Request to Withdraw/Defer Form

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